Design workshop checklist

A design workshop runs smoothly when the practical details are settled before participants arrive. This checklist takes you from choosing a date and venue to processing registrations, preparing exercises and setting up workstations. It also covers the details that are easy to miss: dietary requirements, name badges, printed worksheets, presentation connections and a final equipment test. Use the tasks in order, then adjust the timing to your group size and workshop format.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Set the workshop date
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Confirm the program
2 people
Order catering
Check equipment
Develop workshop exercises
2 people
Prepare worksheets
Print handouts
Prepare name badges
Do the shopping
2 people
Collect materials
2 people
Pack materials
2 people
Remind participants

Event

Open venue
2 people
Check the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up workstations
3 people
Set up the presentation
Test the equipment
Set out coffee and tea
2 people
Set up the reception table
2 people
Receive participants
3 people
Hand out name badges
2 people
Introduce workshop
Guide the research exercise
2 people
Refill break drinks
2 people
Facilitate ideation session
2 people
Explain the activities
2 people
Facilitate the prototype session
3 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Refill drinks
2 people
Facilitate presentations
2 people
Host the networking drinks reception
2 people
See participants off
2 people

Aftercare

Sort materials
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Pack up equipment
2 people
Chill leftovers
Return borrowed items
Send a thank-you gift to participants
Share photos and files

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Work tablesqty 8
Chairsqty 32
Buffet tableqty 2
Reception desk
Stoolsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordqty 4
Power stripqty 4
Portable speaker
Microphone

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cool boxqty 3

Tableware

Coffee cupsqty 36
Tea glassesqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 8
Serving tongsqty 4
Water jugsqty 4

Workshop materials

Flip chartqty 4
Flipchart padsqty 8
Markersqty 80
Sticky notesqty 20
Sketchbooksqty 32
Pencilsqty 40
Erasersqty 32
Set squaresqty 16
Scissorsqty 16
Glue sticksqty 24
A3 paperqty 200
A4 paperqty 250
Cardboard sheetsqty 50
Clothespinsqty 50
Name badge holdersqty 32
Pensqty 40

Decorations

Table runnersqty 4
Name badgesqty 32
Direction signsqty 6

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Catering

Groceries

Tips

Set the date and reserve the venue before opening registration. Allow at least 4–6 weeks if you need time to confirm catering, equipment and printed materials.
Close registrations early enough to update the participant list, collect dietary requirements and prepare name badges. A deadline 7 days before the workshop gives you time to order catering and print the right number of handouts.
Prepare one complete workstation before the event and use it as your reference. Check that each table has the required materials, including worksheets, sticky notes and markers, rather than distributing items at the last minute.
Test the presentation setup with the actual laptop, projector, HDMI cable and adapter at least 24 hours beforehand. Keep an extension cord and power strip available, because outlets are rarely positioned where the tables end up.
Pack workshop materials separately from catering and presentation equipment, and label each box by area. Open the venue early enough for tables, chairs, workstations and the presentation to be checked before participants arrive.

Frequently asked questions

How far in advance should I organise a design workshop?: Start planning 4–6 weeks before the workshop. Reserve the venue and set the date first, then allow at least 7 days before the event to finalise registrations, dietary requirements, catering and printed materials.
When should I close registration for a design workshop?: Close registration around 7 days before the workshop if catering and printed handouts depend on the final headcount. Update the participant list immediately afterwards and prepare name badges from that version.
How long does design workshop setup take?: Allow 90–120 minutes for setup, depending on the room and number of workstations. Set up tables and chairs first, then the materials, presentation equipment and registration desk, leaving time for a full equipment test.
What equipment do I need to check before a design workshop?: Test the laptop, projector, projection screen, HDMI cable and adapter before the day. Also check the speaker or microphone if you use one, and keep an extension cord and power strip ready as a backup.

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